ASSIGNMENTS ON PROJECT MANAGEMENT

SUBMITTED TO SUBMITTED BY

PROF. TANUJA KAUSHIK IRSHAD P.K

PGS20090077

TOPIC 1 – INTRODUCTION TO PROJECT MANAGEMENT

1. Think of a project at your organization and write about it in five to ten lines?

Project management is the application knowledge, skills and tools to meet the project requirements. Project is the temporary endeavor undertaken to create a unique product, service or result. And when we are talking about event management business with our experience as the subject of the study it can expected project management is one of the highest precision. We worked as team members of the event management organization where the most of the project was relating to marriage reception. So we were facilitators for whole event. The core service product of the organization was preparation of food and beverages and services. Where the supplementary services are like auditorium reservation, lighting and sound, decoration, and dining hall preparation. For the following project, a team consisting of 10 members and all members were responsible for the whole event from the initiative stage to end stage. We have different solutions for different status of people and budget criteria.

2. Why is this task a project and not a part of regular operation?

The following reasons make this distinctive from the operations.

Temporary:

Marriage reception has a definitive starting date and an end date. The process will start 10 days before the actual program take place. The project will be end after attain the objective, here we can say after the marriage reception.

Unique:

Each marriage reception has the nature of customized according to the party. Customer wants the organization to conduct the reception according to the dishes, features and within the budget of his choice. So it adds the uniqueness feature of the project.

Objective:

The objective of the marriage reception is to inform peoples about the new relation as well as treat the relatives, friends, peers and all dear and near peoples. Here the

customer wants the organization to make this moment as blissful memory and delight the guests with astounding experience.

Concludes when the objective attains:

As we mentioned above each marriage reception has its own customized needs wants according to the requirements of the customer. Sometimes marriage reception will be taking place in customers own place where the organization has to deliver the food and beverages only. In that situation the delivery of the product is the goal when this objective has been achieved where the project concludes.

3. Define the start date and tentative end date of the project?

START DATE: - 10 days before the marriage reception.

END DATE: - Completion of the marriage reception.

Generally particular marriage reception needs 10 days planning for the confirmation of resources which we need to fulfill the particular requirements before the actual service performance take place. This 10 days planning helps to ensure the smooth flow of resources to perform the project.

4. Identify the traits of a project manager for this particular project? A manager must have the ability to plan, organize, co-ordinate and control. Apart from these abilities following have extreme importance.

Organizing skill

A marriage reception will only succeed if there is enough planning and organization. Every minute detail of the event should be planned, and the planner should be well-organized enough to put the details together so the event goes as expected.

People PersonThe manager and all other members of this project should be good with people. The guests always like to talk to the manager if they are enlightened or dissatisfied.

Creativity

Event managers must have a keen eye for creativity when organizing parties. You do not only aim for your party to be exciting for all, you actually create the excitement. This also means you need to have the energy to handle the excitement levels, especially when you have multiple marriage parties.

Specialized Knowledge:

Manager must have relevant knowledge in the field. He may have to sub contract the services to the specialized people in those. Like, for Sangeet night, he have to contact the different orchestras so as to match the demand of the customer. If a person without prior knowledge and experience of doing these will have the chance to mess up all things. As this business grows depends on how they perform at their different projects, a little mistake can even become a reason for losing business.

Leadership:

He must have leadership skills so that he can lead the employees under him perfectly. Without good leadership and good controlling skills people under him will do in their own manner and there wont be a systematic performance.

Customer Relation:

Marriage function is an experience. Here the experience is the product. In marriage function, many prospecting customers will come. They are the consumers for this experience. If they becomes delighted with the service, business will come straight to us, without any marketing. How the manager deal with these guests will effect in the future business.

Time management:This is a very important trait. Each and every programs in a marriage has to be cordially and sequentially set. Timely management is these is very necessary. If any thing is not ready at the time, then the whole service will be evaluated badly. So time management is important.

Tactful and flexible:

The project manager must always be able to manage their time well. Managing a party is an overwhelming task – there is just so much to do, yet most often, there is too little time in a marriage reception. As an event planner, you must be able to do all the preparations before the event, and this becomes a little harder to do when you handle many clients.

Manage stressful situation.

At a marriage party there could be a gap between needed resources available resources. Time is very constraint at party time. So he must be able to deal with stressful situations.

Problem solver

Problems could arrive arrive at anytime at the process especially at the finishing at the reception time. He should be able to find solution for the different problems.

Team player

He should work as a team as well as individual. He should be able to give importance to other members’ ideas.

Decision making skill

May have to take quick decisions which have great importance and monetary value.

TOPIC – 2 PROJECT LIFE CYCLE

1. Feasibility Report

The event manager may become involved at the early initiation stages of the event. If

the event manager has budget responsibilities at this early stage they may be termed

an event or production executive. The early stages include:

Site surveying

Client Service

Brief clarification

Budget drafting

Cash flow management

Supply chain identification

Procurement

Scheduling

Site design

Technical design

Health & Safety

An event manager who becomes involved closer to the event will often have a more

limited brief. The key disciplines closer to the event are:

Health & Safety including crowd management,

Logistics

Rigging

Sound

Light

Video

Detailed scheduling

Security

Cost of the Project

For a party of 500 guests average cost would be:

Depreciation OUTSOURCING

Cooking pot 1500 15000

Dining plates 1000 10000

Serving pots 2000 20000

Other materials 800 8000

Decoration material for stage

500 25000

Decoration material for dining hall

500 15000

Decoration material for guest hall

500 15000

Grocery for food 120000

Grocery for beverage 11000

Reserve 50000

2. Benefit of the project to the organization?

The project is to conduct a marriage reception. The user or buyer of this project uses this service for his personal need. Unlike other projects it is not for organizations’ own use or benefit. So in this project the scope would available for the customer. Benefit for the project performing organization is making profit from the successful completion of the project.

BENEFITS TO THE USER OR BUYER

Core benefit:-

Inform society about the new relationship between the brides.

Supplementary benefits:- Will create a memorable event for all the participants Would help to increase their social status. Getting through the social compellation It helps to create an environment where people meets and acquaints It serves guests a variety of foods.

3. What are the needs and requirements of the organization?

To conduct a marriage reception various materials, human resources are needed.

Let’s say 1000 guests are expecting for the function following are the resources in demand:-

Human resource:

Management team – 10

Planning and purchasing-2

Assistant in planning and purchasing-3

Operation-2

Assistants in operation-3

Cook- 4

Helpers in kitchen-4

Waiters- 50

Materials:

Cooking pots, serving pots, Dining plates, Decoration materials (stage, dining hall, guest hall)

Grocery (for dishes and beverage)

Finance:

Reserve money for emergency need.

4. Mention how cost associated with the project?

Cost is depending on various factors. If the organization has no more orders for the same date, then cost would be less. Because there is no need to outsource material and personnel. The organization has a capacity of materials and personnel to cater 2000 guests (pots and decoration stuff).

Cost is entirely based on the customized need of customer. For 1000 guests cost may come anywhere between an amount of 50000 to 5000000 according to customers needs.

If materials are not outsourced depreciation cost is calculated.

For a party of 500 guests average cost would be:

Depreciation OUTSOURCINGCooking pot 1500 15000Dining plates 1000 10000Serving pots 2000 20000Other materials 800 8000Decoration material for stage

500 25000

Decoration material for dining hall

500 15000

Decoration material for guest hall

500 15000

Grocery for food 120000Grocery for beverage 11000

Reserve 50000

5. Whether the project should be forward further?

Yes! The buyer of the project comes with his customized need and explains with detail. The organization explains features of their service and gives quotation, if the buyer agrees the contract is born.

Once the owner came in the contract then organization should have to forward with project. Then the project assigned to a team and required resources are offered. It may make profit or loss which has no importance in the running of the project.

TOPIC-3 PROJECT MANAGEMENT PROCESS

INITIATING

The initiation processes determine the nature and scope of the project. If this stage is not performed well, it is unlikely that the project will be successful in meeting the business’ needs. The key project controls needed here are an understanding of the business environment and making sure that all necessary controls are incorporated into the project. Any deficiencies should be reported and a recommendation should be made to fix them.

In my project of conducting marriage reception, initiating phase means understanding the need of the client very well. For this project manager conducts a meeting with client in this meeting specific features, customized services, dishes served, time etc. decided.

PLANNING

After the initiation stage, the project is planned to an appropriate level of detail. The main purpose is to plan time, cost and resources adequately to estimate the work needed and to effectively manage risk during project execution. As with the Initiation

process group, a failure to adequately plan greatly reduces the project's chances of successfully accomplishing its goals.

In my project, required cost, resources, time are planned. It is project manager’s duty to plan project and this is done by a discussion with other project managers. In this phase suppliers are evaluated and decided.

EXECUTING

Executing consists of the processes used to complete the work defined in the project management plan to accomplish the project's requirements. Execution process involves coordinating people and resources, as well as integrating and performing the activities of the project in accordance with the project management plan. The deliverables are produced as outputs from the processes performed as defined in the project management plan.

In this case executing means actual conduction of the marriage party. Food is prepared and served, Guests are greeted, venue is decorated, waste is managed, cleanliness ensured.

MONETORING AND CONTROLLING

Monitoring and controlling consists of those processes performed to observe project execution so that potential problems can be identified in a timely manner and corrective action can be taken, when necessary, to control the execution of the project. The key benefit is that project performance is observed and measured regularly to identify variances from the project management plan.

For this purpose three supervisors are assigned they are bind to monitor and control the service. Any deviation in standard has to be clarified very quickly. Enough finance is also delegated.

CLOSING

Closing includes the formal acceptance of the project and the ending thereof. Administrative activities include the archiving of the files and documenting lessons learned.

This phase consists

Project close: Finalize all activities across all of the process groups to formally close the project or a project phase

Contract closure: Complete and settle each contract (including the resolution of any open items) and close each contract applicable to the project or project phase.

Closing is the payment for the project. When the party is finished an invoice is transferred to client and he has to pay the amount. When client made the payment the contract(project) comes to end.

2. According to you on which process should the team members spend the most time and why?

In this case team members has to spend most time on planning, Because it is most crucial and time consuming phase. It includes understanding of the required resources, Delegation of authority and responsibility, analysis and selection of the right suppliers. All the problems might occur in the execution should have to foresee and have to take measures to prevent it.

TOPIC – 5 PROJECT SCOPE MANAGEMENT

WORK BREAK DOWN STRUCTURE

TOPIC-7 PROJECT COST MANAGEMENT

WEDDING PARTY

BANQUET

1. Contact catering team

2. Negotiate

3. Make deal

1. Procure materials

2. Decoration

BEVERAGESCATERING FOODPREPERATIONON

DECOR

1.Vendor

2.Transportation of beverages

3. Serving beverage

1. Submit the food menu to chef

2. Supervision

PV(planned Value)=2,30,000 EV (earned Value)= 2,20,000 AC(Actual Cost)= 2,15,000

CV = EV-AC

=2, 20,000 – 2, 15,000 =5000It is good news for the organization because CV value is a positive figure. That means organization is spending less than planned for work.

SV = EV-PV

=2,20,000 – 2,30,000

= -10000SV value is negative. That means project is currently behind the schedule.

CPI = EV/PV

=220000/215000

CPI=1.02325It is good for the organization because the value is more than one. That means the project cost trend is currently under or at the planned budget.

SPI = EV/PV

=220000/230000

SPI = 0.9565It is a bad news for the organization because SPI is lass than 1. That means project is behind the schedule.

EAC = AC+ETC

=215000+10000(assuming)

=225000

ETC=10000

TOPIC-8 PROJECT QUALITY MANAGEMENT

The Quality Policy in our organization supports our Mission Statement:

Promote a quality-in-all-we-do philosophy with a total effort and commitment to continuous improvement.

Our organization is committed to QUALITY, ON-TIME DELIVERY and COST-EFFECTIVENESS, and will:

Provide products and services which meet or exceed customer needs and expectations:

o Provide services which meet customer specifications.o Strive to meet customer's target values.o Monitor customer satisfaction.

Deliver on-time.o Do not make guest wait for the foodo Monitor on-time performance. Supervisors are assigned for this.

Reduce all costs to the lowest possible level.o Establish Cost Reduction Programs.o Monitor the Cost of Quality

To meet our commitment, we must:

Emphasize appropriate training for all employees. Recognize each employee's responsibility for quality... Acknowledge employee's self-improvements and contributions to the company. Get needed advice and support from suppliers. Use only Selected, Approved, and Preferred suppliers.

Receive raw materials and outside processed parts only when accompanied by appropriate certifications and inspection documentation.

Accept only conforming products and services from suppliers. Minimize outsourcing Reduce waste and inefficiency wherever found. Seek out technologies for assuring error-free work. Get customer's expertise in demanding areas. Strive for complete understanding of our customers' application requirements.. Earn customer recognition of our quality progress. Practice good housekeeping.. Review and renew this Quality Policy on a regular basis.

The quality tracking and controlling technique in use in our organization is fishbone diagram. With this method we are able to understand the root cause behind the quality deterioration. We ensure continuous improvement in quality by solving problems we find by using this technique.

TOPIC-9 PROJECT HUMAN RESOURSE MANAGEMENT

1. Give a detailed list of your project team members, their positions in the hierarchy and their job descriptions.

position Job description

Project manager

lead the planning and implementation of project facilitate the definition of project scope, goals and deliverables define project tasks and resource requirements develop full scale project plans assemble and coordinate project staff manage project budget manage project resource allocation plan and schedule project timelines provide direction and support to project team

Relationship manager

Communicate with the client Getting expertise of clients where needed

Business building through reference

Purchase manager

Analysis and selection of vendors Prepare and control purchase budget Communicate and integrate with project manager and

operations manager

Operations manager

Conduct training for personnel Personnel’s payroll Control the proper execution of the project.

2. Prepare a graph, pie chart, or a histogram that shows who will be spending how much time on the project?

29%

43%

14%

14%

time spend by project team

relationship managerpurchase managerproject manageroperations manager

3. Describe their roles according to the RACI model?

TOPIC-10 PROJECT COMMUNICATIONS MANAGEMENT

1. Develop a communication planning for your project?

WHAT TARGET/WHO PURPOSE WHEN/FREQUENCYInitial meeting All managers Get information

regarding initial planning

At the starting of the project

With client Client and his advisors Communicate the features on party

Once the before starting project

Meeting with the resource providers

vendors Order the resources. When the planning is done.

Meeting with facility providers

vendors Get the extra facilities When the planning happened with other project managers.

Training Personnel Train personnel for smooth running of the party

Not given for all the projects.

Meeting with personnel

Personnel, Convey specific information on project

Just before starting serving food.

2. Identify all the stakeholders in the project?

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Pur

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Planning of project R I C C

Assign duties and responsibilities to personnel I RAnalysis and selection of vendor C R IPlace order I R IAt the venue communicate with the client R

1. Vendors

2. Creditors

3. Partners of the organization

4. Employees

5. Government (tax)

6. Customers

3. Identify how information would be distributed?

In this particular project both informal and formal communication is in use. The meeting between managers, vendors, and client are main communication. Among the project team members mostly information is distributed through cell phones. Small commands, suggestions, decisions and advises or any other urgent information can be distributed through cell phones. So cell phones have a great importance in this project. Information which needs to be documented or which is lengthy or difficult to understand is distributed through direct mail or e-mail. Face to face communication is also applicable, if the sender and receiver is in a physical distance of not more than 1 kilometer, face to face communication is preferred.

Method or medium of information distribution

When is used

Face to face 1. Meeting of project management team2. Training of personnel3. Meeting with client

Written communication

1. To circulate important information among the team members located at different places.2. To store any important documents.

TOPIC-11 PROJECT RISK MANAGEMENT

1. Based on your business identify potential risks?

Every project is risky, meaning there is a chance things won’t turn out exactly as planned. Project outcomes happen as a result of many things, including some that are unpredictable and over which project managers have little control.

Internal risks

1.Risk with personnel:-

As long as this is service personnel is integral part of this project. Following are the possible risk with personnel:-

A. Unavailability of personnel:- As long as it is not continuous operation personnel are hired on daily basis. When project is in hand on specified date project team has to make sure that personnel are available on that date. This is the duty of the operations manager he may outsource this.

B. Untrained personnel:- It is another side of unavailability of personnel. When the team has to hire on daily basis they may have to hire inexperienced personnel. ‘Service of foods to the guests available’ it is the moment of truth. Means, result of about 10 days effort will get at this time. If the personnel is good in their service result of whole effort would be negative.

2. Damaged dishes:-

Core benefit of this project is these dishes. Quality of dishes can be changed time to time. In this project managers had little control. But by hiring highly qualified chefs this can be managed up to a level.

3. Cold food:-

Untimely preparation leads to cold food. It will hamper quality of foods means quality of project

4. Wrong food:-

By miss understanding chefs may prepare wrong food. It will even leads to unsettlement of cash.

5. Waiting of guests:-

When guests are arriving at the same time to have food they cant be served at the same time it will leads to the waiting of some guests.

External risks:-

1.Risk with procurement of goods:-

Procurement of goods is a crucial task in this project. The risk within this is the vendor may be overbooked. Without facilitating goods and groceries the project can’t take place. So project team has to confirm goods and facilities at least 5 days in advance. Another think is that purchase manager has to analyze vendor otherwise there is a risks of inferiority goods, higher price, and untimely issue of goods.

2. Market conditions:-

In school vacations or festival seasons marriage function will be very high when compare to other season. So management of the project in on seasons will be difficult. Because there will be shortage in the supply facilities and goods.

3.Competitors’ actions:-

If your competitor is providing service at a very high standard the customer will expect will expect the same from you too. If you are not reached that level you can’t satisfy your customer.

4.Government regulations:-

Government regulations have a high impact on successful completion of project. Changes in tax, will also affect profitability of the project.

5. Customer needs and behavior:-

It is crucial to understand customer needs and behavior accurately. Because customers are most of the times resistant to say actually what they want. Customer’s preference can be changed any time after the contract is made.

6.Supplier relations and business failures:-

Purchase manager has to maintain good relation with suppliers. Otherwise they will trouble you in crucial times. If the suppliers did not gave you goods at the moment your project will late or can’t be forwarded.

2. Which are the high probability risks and likely have great impact?

In this particular project almost every risk has a great impact on project. But project can be stopped if they fail in any of the following risks. 1,risk with procurement of goods and facilitating materials, 2, Risk with dish preparation 3,Risk with personnel.

3. Make a probability and impact matrix keeping in mind the above factors?

ProbabilityImpact

1insignificant

2Minor

3Moderate

4Major

5Catastrophic

AAlmost certain

Waiting of guests

1.Competitors’ actions2. Customer needs

BLikely

Market conditions

CPossible

Cold food Miss behavior of waiters

DUnlikely

1.Risk with damage of dishes

ERare

Government regulagtions

Wrong food Risk with procurement of goods

4. Based on the probability and impact matrix quantify potential risks?

RISK COST

Market conditions 10000

Competitors’ actions 10900

Government regulations 2500

Customer needs and behavior 15000

Supplier relations and business failures 25000

Risk with personnel 12000

Damaged dishes 33000

Cold food 20000

Wrong food 15000Risk with procurement of goods 45000

5. How much money should your contingency reserve contain?

In this case contingency reserve should contain 75000/-. But actually contingency can be any percentage of the total cost. For example, If the food prepared was very

salty then they will have to prepare same food again urgently. This will as much or more than previous food preparation.

TOPIC-12 PROJECT PROCUREMENT MANAGEMENT

1. Based on the cost determine if certain equipments / software should be made or bought by your organization?

In this case decision for outsourcing is on the basis of the capacity of the organization. Organization has a capacity of facilitating materials to serve 20000 people a day. Any order (project) further than this has to get on rent from a third party.

Deserts, Any highly specialization needed food, will have to buy. Because cost will be higher if we want make it ourselves.

2. What criteria have you used to select vendor/s?

The criteria used to select vendors are the following

Timely delivery:-

A good supplier is someone who keeps up to timely delivery of goods and supplies. Delayed supplies leads to business losses to the immediate customer and in turn delayed delivery to the end customer. When goods are delayed the project will delay. It will leads to waiting among the guests that will leads to customer dissatisfaction.

Reasonable price:

A major cost in this project is the procurement cost. So any penny reduces in procurement will increase their net profit. A reduction in this cost will lead to a reduction in the price to customer.

Quick response/ turn around time:-

The supplier will always be prepared to meet order. That means supplier should have the capacity to meet the orders. So we prefer big supplier than small scale suppliers.

Quality of the goods:-

Quality of the goods supplied will affect the quality of the final product. In this case it is very important. With a low quality rice we can make only a less tasty pulav.

2. Review the performance of the vendors. List the obligations that ought to be met while closing the contract?

The first priority vendors were five. Apart from this, the goods for different project are always different because of the uniqueness of the projects. The overall performance of the vendors is average. But tier-1 suppliers were highly satisfied.